Suppliers e-Bidding Guideline - Saudi Aramco

Saudi Aramco: Company General Use

aramco e-Marketplace Suppliers e-Bidding Guideline

Version 1.6

7/8/2019


Table of Contents Overview ................................................................................................ 2

Supplier e-bidding Process workflow .............................................................. 3

Event Notification ..................................................................................... 4

SAP Ariba Supplier Login ............................................................................. 5

Review Event Details ................................................................................. 8

Review and accept prerequisite .................................................................... 9

Select Lots ............................................................................................. 10

Introduction ........................................................................................... 12

Bidding Instructions and Conditions .............................................................. 13

Add/Edit Comments and Attachment in Bidding Instructions and Conditions............. 14

General Requirements ............................................................................... 15

Technical Envelope .................................................................................. 16

Incoterms Details ..................................................................................... 17

Commercial Envelope ................................................................................ 18

Submit Entire Response ............................................................................. 19

Revise Response ...................................................................................... 20

Create Alternative.................................................................................... 22

Submit Alternative Price ............................................................................ 23

Create Alternative for Services .................................................................... 24


Overview

The aramco e-Marketplace Supplier Tutorial will help bidders to understand the e-bidding

process. It explains and demonstrates the sequence of steps to perform this activity, the

key functionality, and the features of the application that assists bidders to participate in

an e-bidding event and successfully submit the response/offer to buyer.

NOTE

This document shows the general flow of the bidding process, it is not intended to show

exact steps for each bid rather than show the general flow. You might encounter variances

in your bidding events from the steps shown in here.


Supplier e-bidding Process workflow


Event Notification

Supplier will receive an email notification from Saudi Aramco.

Step Action

1 Click on the “Click Here” button to participate in the event.


SAP Ariba Supplier Login

Step Action

1 Fill user name and password and click login.

Step Action

2 Click Ariba apps icon .

Step Action

3 Click on Proposal.


There are three major sections in the dashboard such as –

Events – All RFI/RFQ/RFP related links.

Registration Questionnaire – Link to update supplier profile.

Qualification Questionnaire – Link to participate in supplier qualification.

Step Action

4 Click on “Open Status” in Events sections to participate in event.


The moment you click on open, all RFPs will be visible.

Link of bids, which has Aramco name and RFQ number.

Bid closing date and time.

Type of bid (RFI/RFP).

Step Action

5 Click on specific RFP, where you want to participate.


Review Event Details

In this screen, you have following options:

Review Prerequisites: By clicking on this, you continue to review the

prerequisites to participate in the bidding.

Decline to Respond: By clicking on “Decline to respond”, you decline to

participate in the bidding.

Print Event Information: By clicking on “Print Event Information”, you

get a printable version of the event.

Event Messages: By clicking on “Event Messages”, you can access a

direct communication messaging board that will enable you to

communicate with Saudi Aramco.

Also on the top right corner, you have a countdown timer that shows

the remaining time until the bid closing date.


Review and accept prerequisite

Prerequisite – All the terms, conditions and guidelines etc. related to sourcing

event is defined, and supplier has read, understood and accepted it to

participate in event.

Step Action

1 Review and accept prerequisite and click OK.


Select Lots

The moment you accept the prerequisite, you will see other sections as

Introduction –

Bidding instructions – Confirm acceptance of bidding instructions and conditions.

General requirements – Mention bid validity, packaging and labelling.

Technical Envelope – Attached technical documents & part no. revision.

Incoterms details – Select delivery incoterms.

Commercial Envelope – Provide commercial information per line item.

Select lots – Line items which you want to participate.

Submit response – Review all sections and Submit response.

Step Action

1 Select Lots for the line item which you want to participate.

The moment you select the lots, you will land to below page, which has details

as “select currency”. Different currency can be selected for different lots.

If you are not selecting any lot you have to select reason for not bidding.


Step Action

2 Submit Selected lots.

System will warn you that you haven’t selected all the lot.

Step Action

3 Click on Use Selected Lots.


Introduction

For your quotation to be valid it must comply with all of the notes, bidding

instructions and conditions stated in this quotation request System.

In this screen, you have three options:

1. Save: By clicking on “Save” you can save the modification at any time.

2. Excel Import: By clicking on “Excel Import” first export the RFQ in

excel format and fill your response and upload. Make sure there is no

change in template/format.

3. Compose Messages: By clicking on “Compose Messages” you can access

a direct communication messaging board that will enable you to

communicate with Saudi Aramco.


Bidding Instructions and Conditions

In Event Contents after Introduction click on Bidding Instructions and

Conditions.

Step Action

1 Select Condition “Yes” to participate in bid.


Add/Edit Comments and Attachment in Bidding Instructions

and Conditions

Step Action

1 Write comments and you can attach file as well and click OK.

2 Click on Attach a file then click on Browse subsequently click on Open and OK.


General Requirements

You can add comments and add optional attachments for Bid Validity and

Packaging and Labelling.

Step Action

1 Type the Bid Validity Date.

Step Action

2 Select Packaging and Labelling option from drop down.


Technical Envelope

Step Action

1 Attached “Technical Documents” in section 5.1.1

Step Action

2 Select Part No. Revision as Saudi Aramco requested in section 5.2.1


Incoterms Details

Step Action

1 Select Incoterms details from drop down. You can add comments and

additional documents.


Commercial Envelope

Must fill details where * is marked.

Step Action

1 Select Price

2 Select Lead Time

3 Select MPN

4 Click “Update Totals” button

5 Click “Submit Entire Response” button


Submit Entire Response

Step Action

1 Submit Entire Response then click OK.


Revise Response

After successful submission but before bid closing date you can again

add/modify price/additional documents or comments etc.

Step Action

1 Click Revise Response.

Step Action

2 Click OK



Create Alternative

Step Action

3 Click Price Alternative

Step Action

4 Type Alternative Name, Click on checkbox and then OK.


Submit Alternative Price

You can submit revised price for the Lot you have selected. Primary price

would be remain same. In this screen, you will see below key buttons.

Reload Last Bid – By clicking on “Reload Last Bid” you will get previous bid

Step Action

1 Change the Price

2 Update Totals

3 Submit Entire Response


Create Alternative for Services

Following are the steps to submit alternative bid for service events.

1. After submitting primary bid, click on Revise Response button in the

selected event.

2. Click Excel Import. SAP Ariba shows the Import Response from Excel

page.

3. Click Download Content.

4. Locate and open the Excel file on your computer.

5. Unprotect the Excel file.

6. Edit the Excel file as necessary. SAP Ariba shows a column in the Excel

spreadsheet for alternative bidding called Alternative.

7. In the Alternative column, specify the alternative name for items that

are part of an alternative bid. Leave it blank for items that are part of a

primary bid.

8. After you have completed updating your Excel response spreadsheet,

click Browse on the Import Response from Excel page to locate the file

on your computer.

9. Click Upload to the import the file


Step Action

1 Click Revise Response and Click OK.


Step Action

2 Click Excel Import

Step Action

3 Click Download Content.


Step Action

4 Locate and open the Excel file on your computer.


Sheet is password protected. You have to unprotect it by click on Review Tool

Bar then click on Unprotect sheet icon in both tabs (Technical Section and

Commercial Envelope one by one. It is NOT needed here.

Step Action

5 Unprotect the sheet.


When the file is unprotected, now you can Copy and Paste the Line items,

which you want to submit as an alternative bid in Technical Section and

Commercial Envelope sheets, and specify alternative Name and Save it.

Step Action

6 Copy and Paste the line items, specify alternative names and answers.


Step Action

7 Click Browse on the Import Response from Excel page to locate the file on your

computer and upload.

Step Action

8 Import Successful, Click Submit Entire Response.